Although we live in a digital age, sending physical documents through traditional mail, often referred to as “snail mail,” remains one of the safest methods for transmitting legal documents. While digital channels are efficient, they are not foolproof—cyberattacks can compromise even the most secure online communications. In contrast, postal services, like the United States Postal Service (USPS), offer an extra layer of security for handling sensitive, legal paperwork.

Legal documents often include confidential, time-sensitive information that must be protected throughout the shipping process. That’s why choosing a secure mailing option is crucial.

Rev takes security very seriously, especially when it comes to the court reporting and legal industries. That’s why we’ve put together this guide to mailing important documents.

1. Registered Mail

Registered Mail from USPS is the highest security option. It’s commonly used for shipping valuable items like jewelry, cash, or money orders—and it’s just as effective for legal documents. Items sent via Registered Mail are stored in locked safes when not in transit and tracked electronically. Every USPS employee who handles the item is logged, providing full visibility of the mail’s chain of custody.

This service includes up to $25,000 in insurance, and a signature is required upon delivery. Note that Registered Mail requires you to visit the post office in person, and delivery can take up to 14 days due to heightened security.

• Cost: Starts at $16.80 (plus regular postage)
• Insurance: Up to $25,000
• Delivery Time: 10-14 days
• Tracking: Yes

2. Certified Mail

USPS Certified Mail provides a reliable level of security, though it’s not as extensive as Registered Mail. The sender and recipient both receive updates about the mail’s status. A signature is required upon delivery, and if no one is available to sign, the recipient must pick up the mail at the post office.

Certified Mail is ideal for important documents, such as tax forms or legal notices, that do not require high-dollar insurance. This service is less expensive than Registered Mail but does not include insurance.

• Cost: $4.40 (plus regular postage)
• Insurance: None
• Delivery Time: 2-5 days
• Tracking: Yes

3. Priority Mail (and Priority Mail Express)

USPS Priority Mail is a good option if speed is important but security is not as critical. Priority Mail is faster than Certified Mail, typically arriving in 1-3 days, and offers free tracking. Delivery does not require a signature, but you can opt for Priority Mail Express for faster delivery (1-2 days).

Priority Mail is available in a variety of shapes and sizes, including a flat-rate legal envelope perfect for legal-sized documents. You can even schedule a pickup to make sending easier.

• Cost: Starts around $10 (Priority Express is about double)
• Insurance: Up to $500 (Priority) / $100 (Express)
• Delivery Time: 1-3 days (Priority), 1-2 days (Express)
• Tracking: Yes

4. First-Class Mail

For basic legal document mailings, USPS First-Class Mail may be an option. It’s cheaper and faster than standard bulk mail but does not include tracking or insurance. Delivery is typically within 1-5 days, depending on the distance.

This service offers minimal security and should only be used for less sensitive documents where confidentiality isn’t a primary concern.

• Cost: Varies by weight and size
• Insurance: None
• Delivery Time: 1-5 days
• Tracking: No

Why Legal Document Security Matters

Legal documents often contain highly sensitive information—personal data like Social Security numbers, birth dates, and financial information. Protecting this data is essential not just for the client’s security but also to safeguard the reputation of the law firm.

Theft of personal data can have severe consequences. According to the Bureau of Justice Statistics, 23.9 million people in the U.S. were victims of identity theft in 2021 alone. That’s why ensuring the safe delivery of legal documents through secure channels is essential.

Best Practices for Increased Security

• Maintain a chain of custody record before sending documents
• Keep physical legal files locked and secure
• Back up all files and store them in a separate location
• Use the appropriate USPS service depending on the level of security needed
• Share tracking information with all involved parties
• Ensure your team follows secure practices when mailing documents

Consider Digital Security Too

While physical mail can provide security for legal documents, don’t forget about the risks of sending legal documents via email. Electronic mail is vulnerable to cyberattacks, phishing, and malware. Law firms often store vast amounts of sensitive data digitally, making robust cybersecurity measures essential.

To safeguard digital files:

• Encrypt sensitive data
• Use secure digital signatures
• Back up all data offline
• Limit access to confidential files
• Regularly audit cybersecurity practices to stay ahead of potential threats

Conclusion

When mailing legal documents, choose a secure USPS option to protect sensitive information from theft or loss. By following these best practices and considering both physical and digital security, you can ensure the safe delivery of important legal documents every time.